Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 36,000 people, in over 70 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role Description:

Arcadis is seeking a Project Administrator to join our Resilience Water team in Rochester, New York! 

As a Project Administrator, you will assist Project Managers (PMs) and their teams with strategic planning, design, and implementation of projects. You will work closely with the Rochester Water Team by helping to administer projects throughout their lifecycle including financial and time reporting, budget updates and invoicing, ensuring timely coordination and review of required construction materials and appropriate project documentation, and managing updates to project plans. This role also provides administrative support to the Rochester Water Team. 

Role Accountabilities:

In this role, you will support Project Managers in project administration, construction document management, invoicing and financial administration, and administrative support. Responsibilities for this role include:

• Project Administration:
  • Assist project managers in planning, organizing, and coordinating project activities to ensure timely completion.
  • Maintain project schedules, track project progress and important deadlines to assist the project manager in timely completion of deliverables.
  • Assist in preparing and delivering client presentations, including project proposals, progress reports, and final deliverables.
  • Coordinate and schedule project meetings, prepare agendas, and documenting meeting minutes.
  • Monitor project budgets, expenses, and resource allocation.
  • Review project deliverables to ensure compliance with established quality standards and client requirements.
  • Perform quality checks on project documentation for spelling, grammar, consistency and completeness.
  • Assist project managers with resource forecasting, resource leveling, and resource workload
  • Maintain project management processes and templates. 
  • Collect and analyeg lessons learned and feedback, updating processes and templates as needed throughout the project life cycle.
• Construction Document Management:
  • Maintain accurate project documentation through electronic database for construction documents including change orders, correspondence, RFIs, modifications, payment applications, and submittals. 
  • Ensure all construction documents are properly logged, tracked, and distributed in a timely manner to relevant disciplines and project teams. Follow up with team members to ensure timely review of these materials. 
  • Prepare summary reports for project manager on status of construction documents with updated logs for RFIs, submittals, payment applications, and modifications. 
  • Ensure accurate and up-to-date project files are maintained, both electronically and in hard copy where required.
• Invoicing and Financial Administration:
  • Manage monthly invoice process with project managers to facilitate accurate and timely invoicing. 
  • Assist Invoice Specialists with generating supporting documentation for invoices. 
  • Collaborate with the finance department to track and reconcile project expenses and subcontractor invoices, ensuring accurate invoicing and financial reporting.
  • Coordinate with project managers and clients to address any invoicing queries or issues promptly.
  • Monitor status of invoices, payments, and outstanding balances.
• Administrative Support:
  • Assist with administrative tasks, such as scheduling meetings and managing calendars. 
  • Facilitate regular communication among project team members, keeping everyone informed about project updates, milestones, and deliverables.
  • Prepare and process project-related invoices, purchase orders, and expense reports.
  • Support office staff with coordination of office needs and staff equipment needs.
  • Maintain project databases, records, and filing systems.

Qualifications & Experience:

Required Qualifications:

• 5 years of relevant work experience.
• High school diploma or equivalent.

Key Skills/Attributes:

• Advanced proficiency with desktop applications (e.g., Microsoft Word, Excel and PowerPoint)
• A logical approach and ability to think through complex issues to coordinate multi-faceted aspects of projects.
• Excellent attention to detail and strong database management skills
• Ability to prioritize tasks and meet simultaneous deadlines.

Preferred Qualifications:

• Experience using Oracle.
• Familiarity with project management principles and techniques.
• Strong analytical and critical thinking skills.
• Ability to work independently and manage work to a defined schedule.

Continue your career journey as an Arcadian.

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You do meaningful work, and no matter where your next role in Arcadis takes you, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark; on your career, your colleagues, your clients, your life and the world around you. 

Together, we can create a lasting legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why we take equality and inclusion seriously and hold ourselves to account for our actions. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status, or any other basis prohibited by law.

Arcadis offers benefits for full time and part time positions. These benefits include medical, dental, and vision, EAP, 401K, STD, LTD, AD&D, life insurance, paid parental leave, reward & recognition program and optional benefits including wellbeing benefits, adoption assistance and tuition reimbursement. We offer seven paid holidays and potentially up to two floating holidays per calendar year depending on start date, and 15 days PTO that accrue per year. The salary range for this position is $60,000 - $90,000.

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